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KASFAA Executive Board Meeting Crowne Plaza Hotel

Louisville, KY July 29, 2016 Members Present Angela Black Brooke Gupton Mayme Clayton Michael Birchett Laura Keown Rhonda Bryant Dawn Graviss Daniel Patterson Cathy Reed David Bailey Mark Messingschlager Will Bradley Patricia Ray Erin Klarer April Tretter Bob Fultz Britt Allen Jennifer Priest Chester Priest Kristie Hughes Christina Jones Bryson Davis Members Absent Robin Buchholz Runan Pendergrast Sandy Neel Denise Trusty Kate Ware Jason Tretter Welcome and Call to Order A regular meeting of the KASFAA Executive Board was held on July 29, 2016, at the Crowne Plaza in Louisville, KY. President Angela Black called the meeting to order at 10:00 a.m. President Black declared a quorum. President Black announced we could have an observer. We will continue business as usual if that occurs. President Black asked everyone to review the agenda and said she would entertain a motion to approve it. ACTION ITEM Mayme Clayton moved to approve the agenda with the authority given to the President to adjust the agenda if needed to accommodate the flow of business. Michael Birchett made the second. No discussion, motion carries. President Black made an announcement that we would have lunch at the Blue Horse Restaurant at noon. Officers’ Reports President’s Report: President Angela Black presented the following report. President Black attended the final board meeting of the 2015-2016 KASFAA year on June 24, 2016 and led the Transition Meeting which also began on June 24th and continued through June 25th. The transition meeting agenda

A PROFESSIONAL ASSOCIATION TO BETTER SERVE STUDENTS

KENTUCKY ASSOCIATION OF STUDENT FINANCIAL AID ADMINISTRATORS, INC

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included the opportunity for incoming 2016-2017 board members to observe the final 2015-2016 KASFAA board meeting, a long range plan presentation and goal discussion, transition and brainstorming group sessions, a review of KASFAA’s policies and procedures, and an overview of basic board business which included updates on financial matters, meeting expectations and reports, and parliamentary procedure. Following the transition meeting, President Black distributed committee volunteer and structure information to the 2016-2017 committee chairs via email. Throughout the month of July, President Black has been corresponding with various board members and committee chairs as the 2016-2017 business of the association is now underway. Several updates to KASFAA’s online Calendar of Events have been made to ensure all KASFAA’s scheduled events are included, as well as upcoming federal, national, and regional financial aid events. President Black has also been in communication with representatives from the Department of Education, NASFAA, and SASFAA in preparation for 2016-2017 KASFAA conference planning. President Black attended the annual conference of the National Association of Student Aid Administrators (NASFAA) in Washington, D.C. July 10-13, 2016. While there, President Black met with other state presidents in the SASFAA region and attended the State and Regional Presidents’ Breakfast which also included both the incoming and outgoing NASFAA Chairs and NASFAA President Justin Draeger. The KASFAA fall program committee planning meeting took place on Thursday, July 28, 2016 led by Fall Program co-chairs Britt Allen and Jennifer Priest, in preparation for the fall 2016 conference to be held at the Crowne Plaza Louisville Airport October 13-15, 2016. President Black is scheduled to attend the first 2016-2017 Southern Association of Student Financial Aid Administrators (SASFAA) Board meeting in Biloxi, MS, August 6-8, 2016. As President of KASFAA, she is a voting member of the SASFAA Board. President Black’s goal for the upcoming year is to provide effective leadership and support to the KASFAA executive board and committee chairs ensuring a focus on KASFAA’s mission, vision, and the goals of the long range plan in compliance with the bylaws and policies and procedures. Policies, procedures and committee structures will be evaluated and updated accordingly to effectively serve membership, to conduct standard association business and to implement the new long-range plan. Special planning and activities will occur throughout the 2016-2017 year to celebrate KASFAA’s upcoming 50th anniversary. Secretary: New Secretary Brooke Gupton met with outgoing secretary Kate Ware during the transition meeting in June to collect materials and go over procedures for the position of Secretary. Secretary Gupton has set forth the following goals and calendar for the position of Secretary: 1. Attend all executive committee, board, and KASFAA Business Meetings. 2. Work with executive board members and committee chairs to ensure reports are submitted in

writing and in a timely manner. 3. Diligently review minutes and request that others also review to ensure accuracy.

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4. Distribute minutes to all members of the executive board and committee chairs prior to meetings for review and feedback.

5. Distribute minutes to all KASFAA members prior to the fall and spring business meetings for review and feedback.

6. Present minutes that are accurate and easy to read. 7. Work with the technology chair to ensure all KASFAA Business Meeting Minutes and Board

Meeting Minutes are placed in an easily accessible format on the KASFAA website. 8. Serve as the chair of the Articles and By-Laws Committee. 9. Serve as ex-officio member of the Nominating Committee

July 2016

Pay annual KASFAA membership dues in order to be eligible to vote (complete). Attend July executive board meeting, present minutes from June meeting. Set goals for the year.

August-September 2016

Send out July board meeting minutes for review from the Executive Board and Committee Chairs.

Work with technology chair to post July Board Meeting Minutes to the website. Be available to answer any questions or attend any ad hoc meetings. If there are

proposed changes to the Articles and By-laws to present to membership for vote at October business meeting during fall conference, distribute proposed changes through listerv to satisfy 30 day prior notification requirement

October 2016 Distribute April business meeting minutes to the membership 2 weeks before the fall

conference for review. Attend October executive board meeting; present minutes from July meeting. Attend the October business meeting during the fall conference; present minutes from the

April board meeting. Present any proposed changes to the Articles and By-Laws. Send out October board minutes for review from the Executive Board and Committee

Chairs. November - December 2016

Work with technology chair to post October Board Meeting Minutes and Business Meeting minutes to the website

Be available to answer any questions or attend ad hoc meetings. Attend the December executive Board Meeting; present minutes from the October

executive board meeting.

January – February 2017 Send out December board meeting minutes for review from the Executive Board and

Committee Chairs. Be available to answer any questions or attend any ad hoc meetings. Work with technology chair to post December Board Meeting Minutes to the website.

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March 2017

Be available to answer any questions or attend any ad hoc meetings. If there are proposed changes to the Articles and By-laws to present to membership for vote at April business meeting during fall conference, distribute proposed changes through listerv to satisfy 30 day prior notification requirement.

April 2017 Distribute October business meeting minutes to the membership 2 weeks before the

spring conference. Attend the April executive board meeting; present minutes from the December meeting. Attend the April business meeting during the spring conference; present minutes from the

October board meeting. Present any proposed changes to the Articles and By-laws

May – June 2017 Send out April board meeting minutes for review from the Executive Board and

Committee Chairs. Work with technology chair to post April business and board meeting minutes to the

website. Be available to answer any questions or attend ad hoc meetings Attend the June executive board meeting; present minutes from the April executive board

meeting. Prepare and submit year-end report to the Long Range Planning Chair. Attend transition meeting. Provide incoming board with copies of Articles and By-laws

and Policy and Procedure Manual, as well as tips for submitting board reports. Secretary Gupton noted that the minutes from the June 23, 2016 board meeting were distributed electronically for review. President Black moved to approve the minutes as distributed. The minutes were approved as corrected. Treasurer: Mayme Clayton distributed the year-end financial statement (See attachment A). Clayton reported that the year-end balance of the checking account was $99,312.49, Fidelity Investments $76,782.26, and Total Assets of $176,093.75. The current financial statement (see Attachment B). Clayton reported the current checking on-hand is $100,955.36 and Fidelity Investments balance is $76,667.47, totaling $177,622.83 in assets. The Treasurer’s report will be filed for financial review. President-Elect:

Since the close of the June board meeting, the President-Elect, with approval from the President, has chosen June 22 and 23 as the dates for the 2017 board and transition meetings. The President-Elect has submitted and received offers from multiple state parks as the possible venues for the meeting. The selection will be made soon once all information has been received. The venue will be either Barren River Lake, Rough River, or Cumberland Falls.

Requests for proposal (RFPs) were updated with 2017-2018 information. Possible conference dates for fall 2017 October 10-13 or October 17-20 and the possible dates for spring

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2018 are April 10-13 or April 17-20. RFPs were sent to multiple cities and hotels across the state of Kentucky and will be reviewed as soon as they begin to be received. Final dates and locations will be determined as quickly as possible in order to assist in strategic planning and making the calendar of events more proactive.

Along that line, the President-Elect hopes to have all 2017-2018 major dates for conferences and meetings finalized by the October business meeting. Other tentative dates are July 27 & 28 of 2017 for the program committee and board meetings. The location will be determined once the fall 2017 conference hotel has been selected.

The President-Elect is strongly considering a hotel along the Ohio River in northern Kentucky near the pedestrian bridge. Cincinnati now has an operational trolley / streetcar system operating from the bridge to the area casino, the ballpark, and an area known as Over the Rhine with pubs, breweries, restaurants, and shops. Assuming we can find a cooperative hotel within our budget, it seems like an area for some great ideas.

General goals for 2016-2017: In keeping with the LRP, the President-Elect will compose a board that meets the standards of diversity as outlined and will create a more proactive calendar that exceeds the expectations of the LRP. The President-Elect will also fulfill all duties as outlined. President Black introduced our guest, Representative Dennis Horlander who will be observing. Vice President: Vice President Robin Buchholz was not in attendance but did submit the following report. Robin Buchholz looks forward to serving in the role of Vice President of Training and supporting the variety of training efforts undertaken annually by KASFAA. Vice President of Training Buchholz participated in planning discussions for the upcoming fall conference. The NASFAA Core Module training will be offered at the fall conference and more details will be given during the Spring Program Committee’s report during the board meeting on Friday, July 29. Buchholz will be working to get credentialed instructors for the upcoming NASFAA Core training. Buchholz has been in communication with Membership Committee Chair (April Tretter) and they have begun planning the New Member Workshop scheduled at the fall conference. The High School Counselor Training Committee Chairs (Christina Jones & Will Bradley) are impressively far along in preparations for the High School Counselor Workshops to be offered this fall. Their committee report will provide more specifics. Buchholz plans to submit the application for EILA credit for the participating high school counselors in early August. Buchholz will be reaching out to the NASFAA and Support Staff Training Committee Chair (Denise Trusty) to discuss plans for the Support Staff Workshop and NASFAA training. Vice President of Training Goals: * Support the already well-established KASFAA training activities * Coordinate NASFAA Core module training to provide credentialing opportunities for KASFAA Members * Solicit credentialed instructors for the NASFAA Core trainings throughout the year * Serve on both fall and spring conference program committee * Assist Membership Committee in the planning of a continued KASFAA New Members Workshop effort

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* Ensure all training committees are of sufficient size and experienced members to accomplish the goals of KASFAA while keeping expenses at a minimum level * Assist committees in the planning and presentations in the NASFAA, High School Counselor, Support Staff, and New Member workshops * Ensure all training and leadership programs provided are beneficial to the KASFAA membership * Ensure all responsible areas of VP are compliant with KASFAA policies and procedures * Begin planning for the implementation of the LEAD (Leadership Experience and Development Program) for all KASFAA membership * Promote a robust applicant pool for the SASFAA New Aid Officers Workshop Scholarship Past-President: As Immediate Past President, Laura Keown will serve as Parliamentarian for the KASFAA Executive Board Meetings. As such, she has the following goals. GOAL: Assist KASFAA President Angela Black as she conducts KASFAA Board and Business Meetings. The Immediate Past President will also actively support President Black and be available to her at any time throughout the year. Immediate Past President Keown has the following goals for the KASFAA LEAD program. GOAL: Successfully conduct the first KASFAA LEAD program during the 2016-17 KASFAA year, beginning a leadership pipeline to ensure prepared leaders for the future of KASFAA. GOAL: Coordinate a group book reading related to leadership. GOAL: Match participants with mentors and foster mentorship opportunities and relationships throughout the KASFAA year. GOAL: Coordinate and encourage participants to attend and observe a KASFAA Board Meeting. GOAL: Recognize participants for completion of the LEAD program and mentors for their leadership. GOAL: Gather opinions, ideas, and suggestions from participants and mentors to refine the LEAD program for future years. KASFAA’s Immediate Past President also serves on the SASFAA Nominating Committee. SASFAA Past President Amy Berrier has begun communicating with her committee members in preparation for SASFAA nominations. Past President Keown as the following goal related to serving on the SASFAA Nominations Committee. GOAL: Encourage at least one KASFAA member to consider and be considered for running for a SASFAA office. Board of Directors’ Reports Four-Year Public Representative: Rhonda Bryant, 4 Year Public Sector Representative presented the following goals for the upcoming year:

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1. Reach out to 4-year public financial aid directors for their input in developing a monthly call schedule.

2. Facilitate monthly calls using the KHEAA Conference Call Center to allow the exchange of ideas as we all tackle prior-prior year and FAFSA in October.

3. Report to the board all issues relevant to the sector. 4. Use this first year to determine where and how to be the most useful to the sector.

Private Representative: Dawn Graviss, private sector representative presented the following report. The Private Sector Representative attended the transition meeting. The representative met with other sector representatives to discuss ideas for the upcoming year. The sector representatives discussed ways to keep our sector areas informed. For the 2016/2017 year, the Private Sector Representative sets the following goals: 1) Keep the Private Sector informed of the various events taking place around Kentucky that would benefit themselves, the students and parents that we serve. 2) Encourage the staff at private schools to join KASFAA. 3) Encourage members to volunteer and be involved with the various events around the state of Kentucky. 4) After board meetings, send sector members a summary of board actions and responses to items that were presented to the board for consideration. 5) Gather information from sector members before board meetings that need to be presented to the board for consideration. This could include concerns, ideas and positive feedback. 6) Encourage everyone to get involved, stay involved and use the great resources available among this great organization. 7) Serve as the liaison between the sector and KASFAA Executive Board. 8) Work with other sectors on various tasks during the year. The private sector representative will have a conference call with other sector representatives prior to each conference to share ideas or experiences that relate to all member participation and to share during the sector meetings at the conference. 9) As a representative of the Executive Board will assist the Legislative Committee and other committees as needed. Proprietary Representative: Cathy Reed, proprietary representative presented the following report. Attendance at the June board meeting served as a welcoming environment, setting the tone for networking and ultimate growth within the Proprietary sector. Brainstorming efforts were influential in setting goals for the upcoming year.

Cathy Reed shared that the goal for this year is to strengthen the engagement of Kentucky Proprietary educators within the KASFAA organization. The plan of action includes reaching out to these educators to reveal real concerns and challenges, partnering with other sectors to gain understanding, and create an interactive approach at sector meetings. Reed stated they are working on doing an email and phone call campaign to promote membership and involvement.

Two-Year Public Representative: Daniel Patterson presented the following report. Daniel was unable to attend the transition meeting but did review the brainstorming notes from that meeting. The Two-Year Public Sector Financial Aid Directors continue to meet as needed via conference calls, although no longer on a weekly basis. To-date, there have been no comments or issues presented during the conference calls to be brought to the attention of the KASFAA Board, or membership.

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Daniel Patterson presented the following goals for the Two-Year Public Sector for the 2016-17 year: 1. Keep the Two-Year Public Sector informed on news and events in the state that promote

KASFAA and professional development. 2. Encourage employees in the Two-Year Public Sector to become KASFAA members and

attend the conferences and various workshops. 3. Encourage Two-Year Public Sector staff members that are already KASFAA members to

consider a leadership role within the organization. 4. Ensure that the lines of communication to and from the Two-Year Public Sector and the

KASFAA Board are kept open by trying to elicit more feedback from the sector to present to the board during the year.

Non-School Representative: David Bailey, Non-School Representative, presented the following report. Bailey attended the KASFAA transition meeting in June and served as the scribe for the two brainstorming sessions regarding the ongoing work of the Legislative Committee and the Sector Representatives on the Executive Board. Notes of these discussions were vetted by the participants in those sessions and submitted to President Black. Bailey did attend the 50th Anniversary NASFAA conference in Washington in July and participated in a NASFAA University course for Administrative Capability. He plans to set forth a calendar of events for his sector. He has reached out to non-school agencies to promote membership. Bailey will also serve on Nominations, Long Range Planning, and Articles and By-Laws/Policy and Procedures Committees, and the Vendor Sponsor Committee. Committee Reports Budget and Finance: Mark Messingschlager, Chair of the Budget and Finance Committee presented the following report. The Budget and Finance Committee met via email to develop a preliminary budget to be presented to the KASFAA Board at the July meeting. Special consideration was given to the 50th anniversary celebration that will be held during the Spring Conference. ACTION ITEM The Budget and Finance Committee would like to enter for consideration the following 2016-2017 Budget (See attachment C). President Black would entertain a motion to accept the budget as presented. Michael Birchett made the motion. Mayme Clayton seconded. No discussion. The motion carries. Chair Messingschlager went over the KASFAA Reserve Year End Statement (See attachment D). Goals of the Budget and Finance Committee for the 2016-17 year include:

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1. Deliver a proposed budget to the Executive Board at the July meeting that serves the needs of the association while conservatively manages the organization’s funds.

2. Present the Board-approved budget to the KASFAA membership at the general assembly meeting during the fall KASFAA Conference.

3. Regularly consult with the KASFAA Treasurer to monitor the budget throughout the 2016-2017 fiscal year and review the checking account statement and bank reconciliation on a regular basis.

4. Develop a plan to invest KASFAA’s endowment funds in a manner that will enable KASFAA to utilize these funds as designed in KASFAA’s policies and procedures, pursuant to the 2016-2021 Long Range Plan.

5. Present options to the KASFAA Board regarding the investment of the endowment funds.

6. Begin construction of an Investment Policy Statement pursuant to the 2016-2021 Long Range Plan.

7. Conduct an audit of the 2015-2016 fiscal year financial records. 8. Conduct necessary committee business as efficiently as possible by using electronic

forms of communication and correspondence. 9. Update the budget as necessary for the needs of the membership and the board

throughout the 2016-17 fiscal year. 10. Deliver a year-end report to the board and to the long-range planning committee by

the end of June, 2017. The 2016-2017 Budget and Finance Committee consists of the following members:

Mark Messingschlager, Thomas More College (chair) Rhonda Bryant, University of Kentucky (1st year) Jennifer Toth, KHEAA/KHESLC (1st year) Dave Cecil, Transylvania University (1st year) Angela Black, University of Louisville (ex-officio) Michael Birchett, Bluegrass Community and Technical College (ex-officio) Mayme Clayton, Transylvania University (ex-officio) Bryson Davis, Western Kentucky University (ex-officio)

Archivist/Historian: Will Bradley presented the following report. Chair has reached out to Sabrina Holder about assisting with Historian/Archivist activities this year. Chair is also looking forward to serving on the board for the 16-17 year. Goals for the year include:

1. Chair will provide pictures to Communication Chair in a seamless process to post on social media.

2. Chair will update the committee activities database going back to 1967 for KASFAA.

Articles and By-Laws: Secretary and Chair of the Articles and By-Laws committee Brooke Gupton presented the following report. The Chair received a list of committee volunteers for the upcoming year from

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President Black. The 16-17 Articles and By-Laws Committee will consist of the following: Brooke Gupton, Campbellsville University, Secretary/Chair; David Bailey, KHEAA/KHESCL; Kate Ware, Midway; Rhonda Bryant, University of Kentucky; Angela Black, President ex-officio member, University of Louisville. Chair Gupton sent out an email asking the committee to please review the Policies and Procedures manual to see if there were any action items that needed to be submitted in advance of the July Board meeting. The chair states that she is still waiting on answers and that this will be an ongoing process for the year.

Articles and By-laws Committee goals for the upcoming year include: 1. Review and discuss any proposed changes to the By-laws and the Policy and Procedure

Manual. 2. Review the Policy and Procedure Manual carefully with each committee chair. 3. Locate or recreate the missing appendices of the Policy and Procedure Manual. 4. Update the Policy and Procedure Manual within two weeks of approval. 5. Communicate any board approved requests for changes to the By-laws to the membership. 6. Update the By-laws with any changes within two weeks of approval. Awards: Goals and Objectives for the Awards Committee are as follows: Goal 1: Make recommendations to the Executive Board of recipients for the Herb Vescio

Distinguished Service Award. Objective: Solicit the membership for candidates for the Herb Vescio Distinguished Service

Award.

Goal 2: Make recommendations to the Executive Board of recipients for the Lifetime Membership Award.

Objective: Solicit the membership for candidates for the Lifetime Membership Award.

Goal 3: Create a Retirement Letter to be sent to Financial Aid Professionals who retire from an institution within KASFAA.

Objective: Recognize Financial Aid Professionals from Kentucky who are retiring from the profession.

Operational Calendar for Awards Committee: September 2016: Conference Call with committee to discuss and create Retirement Letter.

October 2016: Post to the KASFAA web page candidate nominations forms for the Herb Vescio Distinguished Service Award and the Lifetime Membership Award.

November 2016: Conference Call with the committee to create a list of candidates to present to the KASFAA Executive Board at the December Meeting.

December 2016: Present candidates for the Herb Vescio Distinguished Service Award and Lifetime Membership Award to the KASFAA Executive Board.

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Present Retirement Letter to the KASFAA Executive Board.

January 2017 Solicit the membership for Financial Aid retirements for 2016-2017 fiscal year.

February 2017: Begin sending Retirement Letter

April 2017: Present the Herb Vescio Distinguished Service Award and the Lifetime Membership Award at the Spring Conference.

Actions: Chair Runan Pendergrast has been giving access to receive email replies to award

forms submitted through the KASFAA website. Awards committee members are as follows: Charles Vinson, Murray State University, Chris Mapes, Campbellsville University, Lexie Follger, University of Kentucky, President Angie Black, University of Louisville, and Runan Pendergrast, Bluegrass Community and Technical College There was some discussion. Laura Keown did forward a previous retirement letter that KASFAA created to Runan Pendergrast to be updated and reviewed. Communications:

Chair of the Communications Committee, Kate Ware, presented the following report. Chair Ware emailed all individuals who submitted a volunteer form with interest in service on the Communications Committee for the upcoming year and received a positive response. In this invitation to serve, Ware also asked committee members to brainstorm about possibilities for KASFAA communications efforts over the coming year, and there have been innovative and creative replies from each member. Ware compiled these ideas into a master list and distributed to committee members for consideration. This list also includes items shared by President Angie Black from the brainstorming sessions that took place at the KASFAA Transition Meeting in June. The committee will schedule a conference call soon to discuss these ideas and to set the plan for their work over the next year.

Newsletter editor Meredith Geraci has outlined a schedule for publication of all newsletters for 2016-17. The fall 2016 publication schedule is designed for online release of the fall edition immediately prior to the KASFAA fall conference to allow for conference promotion opportunities. In addition, the committee plans to have some printed copies of the newsletter available at the conference to promote awareness of and engagement with the newsletter.

Chair Kate Ware has worked with President Black and Jason Tretter, Website/Technology Chair, to ensure the appropriate access to social media sites is granted. Archivist/Historian Will Bradley has shared access to KASFAA’s Flickr account for photos to be used in social media. Laura Keown and Whitley Gray will manage the social media presence of KASFAA over the coming year, and Keown has already been at work posting to KASFAA’s Facebook page.

The guiding vision for the Communications Committee this year is to begin to place a more formal structure around the methods and timing of KASFAA’s internal communications, which

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include the newsletter, social media, listserv and other outreach possibilities within the Association. The committee will engage officers and other committee chairs to promote the work of KASFAA across the state. The committee’s work will strive to align with the language in KASFAA’s Mission Statement to support “the sharing of ideas, professional competencies and experiences” and to support “developing future leaders by actively involving its membership.” KASFAA’s communications also will be designed to honor KASFAA’s Vision Statement in promoting “an environment of mutual respect and support which encourages questions, discussion, and the shaping of ideas.”

2016-17 Tentative Goals:

1. Develop a first draft of an annual KASFAA communication plan to be used in future years. This aligns with a goal in the new Long-Range Plan. 2. Work with other committee chairs and officers to coordinate the communications needs of their committees. Ensure that to the extent possible each committee makes some form of communication with the broader membership during the year to promote the work of all committees and to encourage engagement. 3. Publish three newsletters, per the Policy & Procedure Manual. 4. Develop and execute a social media strategy to expand interest in and reach of KASFAA’s Facebook page. 5. Collaborate with the KASFAA 50th Anniversary ad-hoc committee on special communications throughout the year geared toward this milestone and related events. 6. Engage all committee members actively in the work of the committee. This aligns with a goal in the new Long-Range Plan. Committee Members are as follows: Kate Ware, Chair, Midway Meredith Geraci, KHEAA/KHESLC Whitley Gray, University of Louisville Michelle Standridge, Spalding University Laura Keown, Centre College Angela Black, University of Louisville (ex-officio) President Angela Black announced that there would be a 10 minute break. The board was dismissed at 10:50 AM. The meeting reconvened at 11:05 AM.

Diversity: Diversity Chair Patricia Ray, presented the following report. Chair Ray received the names of three interested KASFAA members from the President. All three were contacted. One member responded indicating interest in serving on the committee. No response was received from the remaining two members. An additional email has been sent requesting a response no later than 8/1/16. The Chair has started research regarding the most pressing diversity needs within higher education. The Chair would like to propose being able to send a survey regarding current diversity needs to all KASFAA members so as to best meet the needs of the membership. President Angela Black stated that this does not require a vote, but that we can work through our sectors and various

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methods of communication to send out the survey. Laura Keown proposed that we use the listserv and reminders from the sector reps. Legislative: Legislative Chair Erin Klarer presented the following report. Chair Klarer thanked Representative Horlander for attending the meeting and gave an update on what her role is on the board. Representative Horlander addressed the Board about his role in the state legislature. Chair Klarer shared some notes from a PowerPoint that she had previously distributed via email, which KHEAA presented on July 18th at the Interim Joint Committee on Education Subcommittee on Post-Secondary Education. She said that while it doesn’t mention KASFAA by name, during the presentation and Q&A session she and Becky Gilpatrick of KHEAA did talk about some of the limitations that financial aid offices have in preventing over-borrowing, default rates, and some of the changes that may occur during the Reauthorization of the Higher Education Act (not allowing part-time students to borrow at full time rates, for examples). Also since the transition meeting, the Kentucky Dual Credit Scholarship Program has been initiated through a signed Executive Order from Governor Bevin. The list of participating postsecondary institutions has been made available to secondary schools and they are entering into negotiated agreements prior to the fall semester. There is a webinar concerning this that was also distributed to the board via email prior to the meeting. Chair Klarer has solicited committee members that she will submit later. Plans are being made for the 2nd Annual KASFAA Day at the capitol. There is discussion that a pre-requisite be required that people that want to participate in the KASFAA Day attend an advocacy training at the fall conference. Chair Klarer presented some current topics currently being discussed in Frankfort. Some discussion was had about these topics. Goals for the 2016-2017 Legislative Committee are as follows:

Continue to keep membership apprised of legislative and executive financial aid activity at both the state and federal levels

Host 2nd Annual KASFAA Day at the Capitol and facilitate membership engagement with elected officials

Participate in SASFAA’s Annual Hill Visits with representative from financial aid office Engage new committee members in advocacy activities

Long-Range Planning: Long Range Planning Chair Sandy Neel was unable to attend the meeting but sent the following report to be presented. The Long Range Planning Committee is responsible for monitoring adherence to the Long Range Plan. Goals established this year as outlined in the new Long Range Plan adopted in 2015-2016 include but not limited to evaluating the term lengths; specifically review the number of years served by sector representatives, developing tools for monitoring and reporting progress toward

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the goals of the long-range plan, creating a tracking mechanism for membership involvement and other duties as assigned by the President. The Committee consists of Sandy Neel, Chair from the University of Louisville a 4 year public institution, Kate Ware from Midway University a private institution, David Bailey from KHEAA as a non-school representative and Runan Pendergrast from Bluegrass Community and Technical College a 2 year public institution. Membership: April Tretter, Membership Committee Chair, presented the following report. The membership committee has set forth the following goals for this year: Keep membership database up to date and accurate by working closely with Mayme Clayton

(Treasurer) and Jason Tretter (Website/Technology Chair). Keep KASFAA listserv up to date by adding new members and updating when member

email addresses change. Work with the KASFAA President, membership committee members and other KASFAA

members to evaluate new ways to engage and help KASFAA’s new members. Possibly reintroducing the new member mentor program.

Work with the KASFAA Vice President of Training (Robin Buchholz) to continue to offer an effective KASFAA New Member Workshop.

Increase new member participation at KASFAA conferences and other KASFAA events throughout the year.

Continue to post pictures of KASFAA members on the online membership directory by working with Will Bradley (Archivist/Historian) and Jason Tretter (Website/Technology Chair).

Chair Tretter went on to report that the KASFAA New Member Workshops have been well received. The workshop will again be offered to first time conference attendees at the KASFAA Fall 2016 Conference in Louisville, KY. The following recommendations were made to the program committee for the workshop: 7:30 – 8:00 Continental Breakfast 8:00 – 9:00 Welcome/ABC’s of Financial Aid 9:00 – 9:45 Federal Methodology/EFC Part 1 9:45 – 10:00 Break 10:00 – 11:00 Federal Methodology/EFC Part 2 with hand calculation 11:00 – 12:00 Student Eligibility 12:00 – 1:00 Lunch 1:15 – 2:00 Ice Breaker/Who Is KASFAA 2:00 – 2:15 SASFAA NAOW Info & Wrap Up

Session topics for the workshop may be adjusted to include one or more of the NASFAA core training sessions. The membership chair will work with the membership committee, Angie Black (President), Robin Buchholz (Vice President for Training), and the program chairs to finalize the workshop agendas for the fall and spring conferences.

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Membership Committee members- Whitely Gray, University of Louisville; Lisa Johnson, Midway University, Robin Buchholz, Vice President for Training and Angie Black, KASFAA President. ACTION ITEM The membership committee recommended a change to the Policy and Procedures Section 6.14 Membership. Duties of the membership committee pertaining to the maintenance of a database of members include: a. Maintain membership forms received from the treasurer in alphabetical order. b. Maintain the database in an electronic format that is backed up at least once per month. c. Forward a copy of the membership database to the Technology Committee Chair once per quarter. d. Produce labels of current and previous year members for mailings. d. Prepare a membership directory annually. e. Provide ad hoc membership reports to the Executive Board as needed. The Membership Committee maintains an accurate, up-to-date database of paid KASFAA members and co-ordinates coordinates new member activities. President Black said that she would entertain a motion to accept the change as read. Michael Birchett made motion to make the proposed change from the membership committee. Mayme Clayton second. No discussion. Motion carries. Laura Keown asked if there are further typos found in the P & P could those just be submitted for correction without a vote. Secretary Gupton said that this is acceptable. Nominations: Immediate Past President Laura Keown presented the following report. Immediate Past President Keown has staffed the Nominating Committee with both volunteers and recruits. Nominating Committee members are as follows: Rhonda Bryant, University of Kentucky; Daniel Patterson, KCTCS; Cathy Reed – Beckfield College; Chris Mapes – Campbellsville University; David Bailey – KHEAA/KHESLC. The Nominating Committee will be seeking nominations for the following KASFAA Board Offices: President Elect, Vice President for Training, Treasurer, Private School Representative, Non-School Representative. Immediate Past President Keown has the following goals for the Nominating Committee. GOAL: Ensure the committee members represent all sectors of KASFAA. Goal completed July 2016. GOAL: Present a dual slate of candidates to the Board for approval and to the membership for election. GOAL: Announce results of the election at the Kentucky State Meeting during the SASFAA Conference February 12-15, 2017.

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GOAL: Conduct election on-line January 23, 2017 through February 6, 2017. GOAL: Post candidate bios, statements, and photos to website no later than December 24, 2017, but preferably immediately after the December KASFAA Board Meeting. GOAL: Present slate of candidates to the Executive Board at December Board Meeting. GOAL: Gather brief statements from people who have served previously in the offices for which nominations will be solicited to be used in various methods of communication with KASFAA membership to encourage members to run and/or nominate a candidate. This effort should also dovetail with the observance of KASFAA’s 50th Anniversary observances. GOAL: Cooperate and work with the Communications Committee and the Website/Technology Committee regarding communications related to soliciting nominations, encouraging membership to review candidate bios and statements, encouraging voter participation, announcing election results, posting nomination forms to the website, posting candidate information to the website, and any other communication with or reporting to the membership necessary to recruit nominations and facilitate voting. GOAL: Create a 2016-17 Nominating Committee Calendar. GOAL: Create a general Nominating Committee Calendar (without specific dates) to be passed on to future Immediate Past Presidents, including 2017-18 Past President Angela Black. GOAL: Create a Nominating Committee collection of useful information to be passed to the 2017-18 Past President for use in preparing for that year’s Nominating Committee work, including a calendar of projected offices for election during the next five KASFAA years. Outreach: Public Relations and College Goal Kentucky: Outreach chair, Bob Fultz, presented the following report. The chair has been working on finalizing the date and time for the KET Financial Aid Call In Show. Due to the early FAFSA filing date, the date for the call-in show is scheduled for September 12, 2016 at 9:00 p.m. The call in show was difficult to schedule due to it being an election year. It had to be scheduled for 9:00 p.m. due to the fact that KET has local political candidates on the air at 8:00 p.m. The chair will be working gathering six phone team members and three panelists. The panelist will include a four year public, four year private, two year public, and a person from KHEAA. The chair has reached out to the committee members regarding that they have been chosen to be a part of both Public Relations and College Goal Kentucky. To date the chair has only heard from one out the five committee members. The chair is currently reaching out to other members of KASFAA to see if they would be willing to serve on the Outreach committee. The committee members are:

Brittni Wise University of Louisville Leah Stewart Northern Kentucky University Stephanie Abshire Big Sandy Community and Technical College Harold James Barger University of Louisville

The Goals for the Outreach Committee are as follows:

Utilize the existing College Goal Kentucky Facebook page and other appropriate social media sites to conduct information campaigns to external audiences regarding specific topics (e.g. FSA ID, Early FAFSA, verification/tax filing, loan repayment).

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Provide quarterly press releases on general financial aid topics to local media, school districts, and community-based service organizations.

The Outreach committee will be communicating the FAFSA date and what a student will need to do beginning in mid to late August once the students begin going back to school. It is going to have to be a quick process just due to the fact of the October 1st filing date. President Black addressed the board concerning KASFAA’s role in what the new College Goal Kentucky will look like. President Black will work closely with Chair Fultz. She said that the board may have to conduct some business electronically with the new structure of the program. Committee chairs and board members should be prepared to be supportive and to assist where necessary. Chair Fultz asked if need to schedule host sites. Kristie Hughes said in the past this has been left up to the schools, and that this could be submitted to Chair Fultz to be posted to the College Goal Kentucky website and social media sites. Laura Keown pointed out that any event held must be made open to the public and not just for students planning to attend a specific institution. She also said this will be an interesting year with the implementation of Prior-Prior Year and that we may see a wider range of dates for events. Chair Fultz said that he welcomes ideas from the board and the membership in how KASFAA can promote FAFSA filing in October. President Black announced a recess for lunch at 11:50. Lunch will be in the Blue Horse Restaurant. President Black reconvened the meeting at 1:20 PM. Program-Fall: Co-Chairs Britt Allen and Jennifer Priest presented the proposed agenda for the fall conference. See attached tentative agenda (attachment E). Legislative Chair Erin Klarer asked about adding an advocacy session to the Fall Conference. Co-Chair Jennifer Priest said they are going to examine where that could be added as they are finalizing the conference sessions. Co-Chair Priest said that our vendors had expressed some frustration with the flow of traffic. She went on to describe how we will use the space we are being allowed to use. The entry space to the General Session will go through the vendor area. We will have the whole 2nd floor conference space area, as well as some rooms on the 1st floor. The registration area will also be at one of the downstairs registration desks, central to all of the conference activities. Priest went on to share that we will be using Vendors as moderators for the sessions. They will have the chance to introduce themselves and their services before moving on to the session. Will Bradley asked if we could set up a camera at registration to help update our member photos. Everyone seemed to be in favor of this idea.

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ACTION ITEM The Fall Program Committee has made a recommendation to approve the 2016 Fall Conference Program tentative agenda. President Black said she would entertain a motion to approve the agenda as read. Dawn Graviss made a motion to approve, seconded by Daniel Patterson. No discussion. The agenda is approved as presented. Program-Spring: Co-Chair Kristie Hughes presented the following report. The Spring Program Committee is excited to plan the Spring 2017 conference, including a special 50th celebration, to be held at the Holiday Inn University Plaza in Bowling Green, April 19-21, 2017. The goal is to plan a very informative, as well as exciting, conference, in which we can gain valuable financial aid knowledge, and also commemorate KASFAA’s rich legacy. The Spring Program Committee meeting will take place on December 15, 2016 at the Holiday Inn University Plaza in Bowling Green. Training (High School Counselor): Will Bradley and Christina Jones, Co-Chairs for the High School Counselor Workshop, presented the following report. Chairs have finalized the fall 2016 workshop sites and dates. Date Host Sites for fall 2016 Workshops Sept 27: Gateway Community and Technical College Sept 28: Berea College Oct 19: University of Kentucky Oct 20: University of Louisville Oct 25: Murray State University Oct 27: Madisonville Community College The dates and sites where published in the summer newsletter for the Kentucky Counseling Association. We are in the process of posting the dates and sites to the Kentucky Department of Education bulletin board. We are utilizing google forms to host the online registration for the counselors. This has been sent to the KASFAA’s IT chair to post on KASFAA’s website. Chairs are in contact with host sites about site coordinators, room location and agenda. Chairs are looking at changing up the agenda due to evaluations from counselors last year. We are looking at having a Question & Answer session for financial aid. We have our committee members creating FAQ and we are providing a section in the online registration for counselors to provide questions. We will provide those questions to the site host before the workshop. We are looking to leave some time for live questions as well. Chairs have asked KASFAA’s VP of Training to submit information for Professional Development credits for the counselors. Chairs will be sending out the workshop dates to all counselors that registered last year for the workshop. We have been working with KHEAA and Kentucky Employment & Training to secure presenters from their agency for each workshop. KHEAA has provided us with each site rep and their contact information. We heard from KY Employment & Training office but still working to finalize the dates with them for the workshops.

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Chairs have reached out to committee members provided by KASFAA President to see if they are still willing to serve. We are in the process of creating our evaluations for the counselors and for the host sites as well. Goals for the year include:

1. Co-Chairs and members will review evaluations from host sites and high school counselors to gain feedback regarding the workshops, so that co-chairs and members can implement changes to the agenda for the 2017 workshops.

2. Co-Chairs would like to expand communications and offering workshops to Middle School Counselors and other external organizations (TRIO, Upward Bound, etc.) that may provide financial aid information to prospective students and parents.

3. Co-Chairs and members would like to add a Q&A session to FA update so that counselors are not receiving the same information each year. This session would include a representative from each the FA offices at each host sites to lead the Q&A session.

4. Co-Chairs will provide an efficient communication to counselors, partners and host sites about the fall workshops.

Training (NASFAA and Support Staff): There was no report submitted for this committee. Vendor/Sponsor: Bryson Davis, Vendor Sponsor Chair, presented the following report. The Chair has secured commitments from the committee volunteer surveys and to date the committee for the 16-17 KASFAA fiscal year includes: David Bowman, Carla Strawn, and Sandra Neel with ex-officio members including Angie Black, Mayme Clayton, and David Bailey. At this point, a listing of 41 potential vendors/sponsors has been compiled including contact information. Further research is currently still being conducted with regard to accessing further contact information for an additional 7 other vendor/sponsors. The contact list contains prior exhibitors with KASFAA, as well as exhibitors from the most recent NASFAA and SASFAA conferences. Market research has also yielded additional potential targets that are included in the listing. The 16-17 vendor/sponsorship form has been updated and modified slightly for needed feedback. Contact to all potential targets is scheduled for the first week of August when both emails and paper copies of the form along with a letter encouraging vending/sponsorship as well as outlining the benefits to an organization for partaking of the upcoming conferences. From the brainstorming session at the transition meeting several great ideas were discussed to promote activity within the vendor area at the fall/spring conferences. For the Fall conference, plans are being made to orchestrate “Vendor Bingo” similar to that used at other recent conferences to promote meaningful activity and conversation between conference attendees and vendors. Utilizing vendors as a resource for moderators of conference sessions, while being allowed to present a quick one to two minute “commercial” regarding their products and services, was also discussed and still under consideration.

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Technology: There was no formal report noted for this committee, however the work that is conducted by Chair Jason Tretter is noted in other committee reports addressing his role. Chair Tretter conducts the majority of his duties behind the scenes. 50th Anniversary: Chair for the 50th Anniversary committee, Kristie Hughes, presented the following report. Chair Hughes shared there will be a lot of communication through the year to promote KASFAA’s 50th Birthday. It will not just be a one-time event. Laura Keown and Whitley Gray have been asked by Communications Chair Kate Ware to work with the 50th Anniversary Committee to help promote the events. Erin Klarer stated that she has several KASFAA photos that she found in preparing the KHEAA 50th Birthday celebration. Bob Fultz was on the committee that planned the 45th anniversary, and suggested we invite Past-Presidents. Kristie Hughes shared they are also discussing inviting past Lifetime Member and Herb Vescio award recipients as well. Rhonda Bryant pointed out that President Angela Black’s mother was historian/photographer for KASFAA for many years and said we may ask her if she has photos available. Chair Hughes asked that if anyone has resources to please share those as we move toward the celebration at the Spring Conference. She would still like to see us promoting the 50th anniversary all year at both at the fall conference, email, and social media. Unfinished Business: There was no unfinished business. New Business: President Angela Black said that we are going to work this year to fully develop our Calendar of Events for the year on our Website. It would be the goal for Financial Aid Professionals to use this as a resource for training opportunities throughout the year. There has been discussion to use the Google Calendar so we have a record of past events as a history. As it works currently the events drop off the calendar as they happen. Google Calendar has a lot of nice functions that would be make it functional for the board, committee chairs, and membership. There are also some KASFAA email addresses that are in use, and President Black is researching who holds all of those. She is currently trying to find who holds the KASFAA@gmail.com. She would like to create a KASFAApresident@gmail.com address. Once we have confirmed an email address, we would be able to create a KASFAA calendar. Secretary Brooke Gupton pointed out that another function would be to use Google Forms to send out surveys without the restrictions of Survey Monkey. Treasurer Mayme Clayton said that Transylvania has had a lot of success in implementing Google on their campus and that it would be an excellent source for other functions such as Google Drive, Forms, etc. Past-President Keown also said it would be good to create several other emails that could be passed on to other certain key persons on each year’s board. Will Bradley said we are already utilizing Google Docs for High School Counselor Workshop registration. Google can also be used to establish a server. David Bailey suggested that the KASFAA@gmail.com might belong to the Kansas Association. Jennifer Priest said that to the best of her knowledge KASFAA.treasurer@gmail.com was the first Gmail account created for KASFAA. President Black believes that there was an account created related to College

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Goal Sunday several years ago. She said we need to develop a structure that email addresses and passwords should be available to pass on to committee chairs and officers each year. After this discussion President Black asked if everyone was comfortable with moving forward with the use of Google Calendar. Past-President Keown suggested the creations of a KASFAACalendar@gmail.com for things related to the calendar. Other suggestions for email addresses included KASFAAVendor-Sponsor@gmail.com, KASFAASocialMedia@gmail.com, KASFAAHighSchoolCounselor@gmail.com, KASFAACommunications@gmail.com. President Black suggests that this calendar be entered into the archives each year as a record for the events that occurred during the previous fiscal year. President Black moved on to a discussion of the Policy and Procedures manual. This is a follow up to the exercise that was done at the transition meeting. Secretary Gupton compiled the suggestions that came from this meeting and was shared with the 2016 Board and Committee Chairs. President Black’s first priority with changes to the P & P and committee structure is in the Legislative Committee. President Black and Legislative Chair Erin Klarer had some discussion as to what the structure of the Legislative Committee would be. President Black would like people to review that section of the P & P and asked if the Board would be comfortable having an electronic meeting to discuss changes and have a vote. This would be prior to the October Board Meeting. There may be some changes made in other committee sections, and those can be addressed as suggestions are made. Laura Keown asked about the structure of Public Relations and College Goal Committees. President Black said that these were the other committees that needed some changes made in wording and committee structure. There are specific changes that need to be made to the College Goal Committee as there are changes coming state-wide with that program. If an e-meeting is needed, one will be called. One of the overall goals for the year is working through the Policy and Procedure manual line by line to clean up the document throughout the year. President Black discussed some outcomes from the Brainstorming session held at the Transition Meeting. One of the suggestions was to distribute the reports to the committee chairs and Executive Board prior to each Board Meeting. President Black asked for feedback from the Board and Committee Chairs. Kristie Hughes shared that it was a good idea and that it would helpful in seeing what is going to be discussed. This should help people be prepared for discussion. Rhonda Bryant agreed that it was nice to read other people’s report. President Black asked if the time-frame was reasonable. The consensus agreed that 5 days prior was a reasonable amount of time with an update made the day prior. Laura Keown suggested that if there was a change with the 2nd email, that only the updates are sent. Secretary Brooke Gupton asked if it would be okay to post the minutes to be viewed on the website as opposed to emailing them to everyone. Jennifer Priest said that we need to make sure that we note the minutes as a DRAFT and then replaced after they are approved. President Black asked if there were any other outcomes from the Transition Meeting that needed to be shared. Announcements: President Black announced that the next board meeting will be Tuesday, October 11, 2016 – Crowne Plaza Louisville Airport. The time will be finalized and sent out in an email to be sent

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later. It will most likely be an early afternoon start time. All of the information is available on the KASFAA website. President Black encouraged everyone to utilize the calendar to keep up with KASFAA events. Other KASFAA events coming up include the KET Call-In Show – September 12, 2016 at 9:00 p.m. The show will follow one of the Presidential debates. Treasurer Mayme Clayton reminded people to turn in their travel forms and asked that people use the form on the website. Board members must submit a Google Maps/Mapquest directions with mileage per Policy and Procedures. April Tretter is serving on the SASFAA conference committee, and asked if anyone has any suggestions to submit those. SASFAA will be held in Biloxi, Mississippi this year. Laura Keown is part of the SASFAA nominations committee this year and would like to recruit one Kentucky representative to run for each office that is up for election this year. If anyone is interested please let Laura Keown know. Adjournment: President Black adjourned the meeting at 2:40 PM. Submitted by, Brooke Gupton KASFAA Secretary 2016-2018

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Attachment A

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Attachment B

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Attachment C

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Attachment D

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Attachment D

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Attachment D (continued)